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Logistic Assistant

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About UNDP Afghanistan

UNDP supports stabilization, state building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.

Job Summary

Under the guidance and direct supervision of the Procurement Specialist, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

Job Details

Date Posted: 03 Oct 2017 Reference: 12369
Closing Date: 16 Oct 2017 Work Type: Full Time
Number of Vacancies: 1 Gender: Any
Functional Area: Procurement Open Ended: NO
Nationality: Afghan Salary Range: As per company salary scale
Contract Type: Service Contract Years of Experience: 6 Year(s)
Contract Duration: 0 Year(s) & 0 Month(s) Extension Possibility: No
Probation Period:

Duties and Responsibilities

Summary of key functions:

Implementation of operational strategies;
Provide assistance to ensure efficient logistics and asset management services;
Assist in efficient transport and technical services;
Support to supply and assets management;
Support to administrative and financial control;
Support to common services;
Assist in provision of efficient procurement and oversight of the support team.
Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of procurement/logistics activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control;
Project Procurement/Logistics business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
Provide assistance to ensure efficient logistics and asset management services, focusing on achievement of the following results:

Assist and review the implementation of a comprehensive logistics system in accordance with UNDP Logistical Procedures;
Assist in implementation of a coherent logistical supply system in accordance with UNDP Procurement Rules and Regulations;
Assist in management of the movement of personnel and equipment into and within the duty station;
Carry out logistical services in accordance with UNDP rules and regulations
Assist in Day-to-day management and reporting on an asset management and accounting system for all UNDP managed equipment and properties in accordance UNDP lease and asset management policy.
Ensure handling of a repair and maintenance system for all equipment including EDP equipment, communications equipment, vehicles and generators, etc.;
Assist in efficient transport and technical services, focusing on achievement of the following results:

Assist in establishment and management of a vehicle pool for providing transportation services as required by the office as well as to meet logistical needs;
Assist in development and implementation of a vehicle management and maintenance system in accordance with UNDP vehicle management policy and procedures;
Assist in provision of efficient procurement and oversight of the support team focusing on achievement of the following results:

Ensure Compliance with UNDP rules and regulations in the field and elaboration of the Programme procurement strategies including procurement planning, sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement.
Assist in development of contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications;
Overview and assist in procurement processes in accordance with UNDP rules and regulations;
Overview and assist in implementation of a procurement management system in relation to planning, awarding, administering and monitoring of all matters related to procurement, in accordance with UNDP Procurement Manual;
Supervise the preparation of tendering documents for international procurement requirements; the establishment of shortlist of suitable contractors/suppliers, and the preparation and issue of local tenders. Together with the requesting programme component, evaluation of bids or proposals received and recommendations for contract awards;
Ensure Efficient implementation of a vendor database and use of the system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors;
Provision of guidance on all procurement matters.
Ensures proper management of security-related issues, focusing on achievement of the following results:

Review and insure security arrangements in light of logistics related requirements, such as equipment movement and storage for ex, and ensure the efficient implementation of all recommended measures.
Perform other related duties as required.
Provides support to proper supply and assets management, focusing on achievement of the following result:

Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports;
Coordination of the provision of reliable and quality office supplies.
Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Training of staff in the compound on the logistics procedures;
Briefing/debriefing of staff members on issues relating to area of work;
Sound contributions to knowledge networks and communities of practice

Skills

Competencies;

Functional Competencies;

Building Strategic Partnerships

Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives.
Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches.
Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.
Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions.
Design and Implementation of Management Systems

Data gathering and implementation of management systems

Uses information/databases/other management systems;
Provides inputs to the development of simple system components;
Makes recommendations related to work procedures and implementation of management systems.
Client Orientation

Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly.
Promoting Accountability and Results-Based Management

Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems;
Prepares timely inputs to reports.
Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Qualifications

Required Skills and Experience

Education:

Secondary education;
Certification in administration desirable;
University Degree in Business or Public Administration desirable, but it is not a requirement.
Experience:

With Secondary education 6 years and with a Bachelor degree 4 years of relevant experience in accommodation/hospitality or administrative support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.
Language:

Fluency in English, Pashto and Dari is required.

Job Location

Afghanistan - Kabul

Education:

Secondary School, Administrative

Submission Guideline

All qualified male and female applicants are advised to apply online using the following link. Note: (Please copy and past the below link in a new tab in your browser and press enter).

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=12369&hrs_jo_pst_seq=1&hrs_site_id=2

Submission Email

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=12369&hrs_jo_pst_seq=1&hrs_site_id=2

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